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General Ledger Batches ledger (GL) batches are used to transfer the GL entries from a set of Orders, Payments, or Scheduled Transaction records to your organization's accounting system. Each General Ledger GL Batch is saved as a record in Aptify's Batches service. Each Batches record corresponds to a single batch type (that is, Orders, Payments, or Scheduled Transactions), and each Batches record corresponds to a single currency/functional currency pair. For example, if a particular set of Orders for an organization whose Functional Currency is US U.S. Dollars contains transactions in US U.S. Dollars and Euros, then the system will generate two Batches records (one for the Dollar transactions (US U.S. Dollar Functional Currency) and one for the Euros transactions (US U.S. Dollar Functional Currency).

To create a General Ledger BatchGL batch, a user runs the Batch wizard from a view of Orders, Payments, or Scheduled Transactions. The wizard provides the same functionality for all three services, but it must be run separately for each service (for example, to create an Orders batch, run the wizard from the Orders service).

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Follow these steps to run the Batch wizard to create a General Ledger BatchGL batch:

1. Create a view of the records within the service that needs to be batched. Note that the wizard also supports prompted views.

1. • General Ledger Batches Gl batches may be created using any filter available in the view, but are most commonly filtered based on the time period, such as a particular week, month, day or year. You can also filter the view to display records that have a BatchID Is Blank (that is, BatchID is NULL), which will return only records that have not yet been batched for the accounting system.
   • For Scheduled Transactions, you should only batch those records whose Scheduled Date is today or earlier (do not batch transactions dated in the future).
   • The wizard automatically filters out non-qualifying records that have already been batched. Also, for Orders, the wizard filters out orders that have not yet shipped, and for Payments, the wizard filters out payments whose Status is not Posted.
   • Note that the wizard only evaluates the records in the current view.
   • Note that the Batch wizard is not available for SQL based temporary views.
      
2. Launch the Batch wizard from the desired service.
   • To batch orders, either click the Create Order Batch icon in the view toolbar or right-click within the view and Orders Options > Create Order Batch.
   • To batch payments, either click the Create Payment Batch icon in the view toolbar or right-click within the view and select Payments Options > Create Payments Batch.
   • To batch general ledger scheduled transactions, either click the Create Scheduled Transaction Batch icon in the view toolbar or right-click within the view and select S cheduled Scheduled Transactions Options > Create Scheduled Transactions Batch.
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3. Review the information on the Welcome page and click Next to continue.
   • The Welcome page provides an overview of the wizard process and explains that not all records in the view automatically qualify for inclusion in the general ledger batch.

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     Aptify Batch Wizard Welcome Page

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   Review the summary of the qualifying and excluded records grouped by currency type and click Next to continue.

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   • The grid on this page displays the general ledger batches that will be created based on the data in the view.

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   • The records are grouped together based on the record's currency and the functional currency for the organization specified on that record. For example, US Dollar and Euro orders taken by a US Dollar organization are divided into two batches: US Dollar (US Dollar) and Euro (US Dollar).

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     Choosing Records to Batch

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   • To show the specific records that are included in and excluded from each currency's general ledger batch, place the cursor over the Details cell for a particular row to display a gray box. Then, click the gray box to open another dialog.

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   • The Details dialog includes two tabs: The Records In Batch tab lists all records qualifying for the general ledger batch. The Excluded Records tab lists all records excluded from the general ledger batch (because they have been included in a previous batch or for some other reason).

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   • The records listed on these two tabs are those in the view from which the wizard was initiated.

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   • When batching orders, only shipped orders can be batched.

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   • When batching payments, authorized credit card payments verified by a merchant account cannot be batched until they are captured using the ePayment Capture wizard so they appear in the Excluded Records list. See "Using the ePayment Capture Wizard" on page 140 for more information. Note that refund credit card payments can be batched once authorized (they do not require a capture process first) so they appear in the Records In Batch list.

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   • Review the list of records and click OK to return to the main wizard screen.

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     Batch Detail Dialog

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   When batching Scheduled Transactions records, click Next if prompted to expand all pending Scheduled Transaction Groups.

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   Expanding Scheduled Transactions

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   The wizard displays a summary of the Batches records it will create. If you want to regenerate GL entries prior to generating a batch, place a check mark in the Regenerate Entries box.

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     The Regenerate Entries option should only be selected if changes have been made to the GL accounts for affected products or payment types since the earliest Order Ship Date or Payment Date included in the general ledger batch.

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   • The system automatically generates GL entries when orders are shipped and when payments are created. Unnecessarily regenerating the GL Entries increases the wizard's processing time.

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   • Note that the Regenerate Entries option is not available for (or applicable to) Scheduled Transactions.

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     Generating GL Entries

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   Click Next to continue.

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   • The wizard generates the GL Batches and displays a summary of the batch's information, including the total debit and credit amount included in the batch.

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     Reviewing Details of GL Summary Entries

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   • To review the details of the summarized GL entries for each general ledger batch, place the cursor over the Details cell for a particular row to display a gray box. Then, click the gray box to open another dialog.

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